Electronic Information System Inventory

Please return this inventory via e-mail to: records@epa.gov For information on records management requirements for electronic information systems, see Frequent Questions about Electronic Information Systems and Records at http: !!!"epa"go# records faqs eis"htm Name of System Identify the system by its official title. Acronym Identify the short name, or acronym, for this database. Contact Information: Name, Organization, Phone, E-mail Identify the person or persons who are responsible for the administration or maintenance of the system and who are familiar with the business practices for which the system is used (i.e. System Administrator, Information Management Official, Information Resource Steward). Include both phone numbers and e mail addresses. Hardware Identify the en!ironment on which this system resides, e.g. stand alone wor"station#$% (non networ"), ser!er based, mainframe. Software Identify software currently used to build, operate, store and deli!er the system. here is this system !sed" &or e'ample, Agency wide, region, local office hat is the #!r#ose or f!nction of the system" $ro!ide a brief e'ecuti!e summary describing the type of information in the system( the primary uses made of the system( who adds data, and why. hat is the #rogram and$or legal a!thority for the creation of this system" )ist any statutes, regulations or other go!erning authority for the creation of the system. hat is the so!rce of system in#!t and how is it entered into the system* Is the input "eyed into the system, scanned, or migrated* +here does the data originate (e.g., states, regulated community) %oes the system contain electronic signat!res" Are electronic signatures used for !erification* hat are the ma&or o!t#!ts 'e(g(, re#orts, #!)lications*" ,escribe (-) the "inds of searches that are routinely run on this system and any features

of its search (filter) capabilities, and (.) the format(s) in which the data or results of searches of the data can be produced (e.g., comma delimited, tab delimited, hard copy, etc.). Is there a preferred format* ,oes that format re/uire the use of proprietary software* If so, is there an alternati!e format for production* %an the data be e'ported to a standard format such as comma delimited* How are the data arranged or sorted" Is there a primary "ey for sorting or analysis* hat are the system dates" +hen was the system created, and what is the date range of the information in the system* hat are the !#date and$or )ac+!# #rocesses" &or e'ample, are you able to obtain 0historical snapshots1 of data as they e'isted in the system at any time in the past (i.e., Once the system is updated, does it retain a file with the pre e'isting !ersion of the data)* If yes, describe any limitations on the earlier !ersions that can be retrie!ed. In the ordinary course of business, is there routine archi!ing, destruction, purging, o!erwriting or alteration of information in the system that could result in the loss of data as it currently e'ists* Is the system lin+ed to other systems, and if so, which systems" &or e'ample, is data migrated to another system* %oes the system #rod!ce a #!)lic ,ersion of the data" &or e'ample, is a public !ersion of the data a!ailable on 2$A3s Internet site* hat +ind of doc!mentation is a,aila)le" &or e'ample, user manual, data dictionary Are there any restrictions on the data" ,oes transfer of this data in any format raise any security issues* Are the data encrypted* hat are the retention re-!irements for the data in the system" Is there an e'isting 4ARA appro!ed records schedule for this system* If there isn3t an e'isting records schedule, how long does the information need to be retained and why*